FOR the RECORD

May 2018

RECORDS / EXPLORE! Office Team

BIG NEWS from the Records/EXPLORE Office.


We have a new member! Amy Pointer is our newest team member. She started officially in February and has taken to all the processes involved like a duck to water. Amy, along with Brenda Swearengin and Linda Lemmon, provide consistent and positive customer support.


This summer our office will provide all support for EXPLORE!. EXPLORE! building secretaries will contact our office to get answers to a variety of questions which will include, but is not limited to: eSchool processes, attendance, enrollment, and other matters.


EXPLORE! secretaries will complete an EXPLORE help ticket similar to the eSChool Help Ticket currently used by the AAA team. The goal in this is to free up Tina and Julie to close down the 2017-2018 school year, and develop the eSchool processes for the 2018-2019.


The EXPLORE! ticket will be located in the quick search tool bar on the main page of eSchool (see picture below), and will be active by the end of May.

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2018-2019 Immediate Transfer Requests

The 2018-2019 Immediate Transfer Request forms for Secondary grades 6-12 opened up for principal action on Tuesday May 1. Note these requests should be accepted on a first come first serve basis. Please do not skip over student names. All forms will have a time/date stamp to identify the order of the request.


Elementary Immediate Transfer Requests will open on Wednesday August 1. Elementary principals could take up to the first week of school to determine whether or not they have the capacity to accept a transfer request without pushing the class size over capacity. See chart below from Dr. Range that reflect Title and Non-Title Building capacity numbers.

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Secretary Training for 2018-2019

Keep an eye out for information about the 2018 Summer Secretary / Administrative Assistant Training in the next newsletter which will come out prior to May 22. Many of the courses will be offered online in Canvas, at the one stop shop of the Secretary/Administrative Assistant Training Course.

Got a Notary?

Does your school have an individual in your building that holds their Notary Public license? If not, you need one per Board of Education Policy JECA The question is...what does it take to get that accomplished?


To qualify for a notary commission as a Missouri resident, an applicant must meet certain legal qualifications:

  1. Be at least 18 years of age;
  2. Be a registered voter of the county within and for which the applicant is to be commissioned, or a resident alien of the United States;
  3. Apply for the county in which they legally reside and be commissioned for this same county;
  4. Be able to read and write the English language; and
  5. Must not have had a commission revoked during the past ten years.


There is a $25.00 application fee, paid for by the district.


An applicant should read through the Missouri Notary Public Handbook


Begin the journey with the information included below.

Site Volunteer Coordinators: Are You Returning in 2018-2019?

It is that time of year when we begin to prepare for the next school year. I know, i know, we haven't closed this year down. We do need to prepare to replace our wonderful SVCs who are retiring, who might have a new role in the district, or have moved.


Current SVCs...please complete the form linked here to let our office know if you will remain the SVC at your current site for the next school year. Thank you in advance.

2017-2018 Volunteer Hours

Congratulations and a huge pat on the back to Site Volunteer Coordinators who work with your building volunteers. The chart below reflects July 1-April 24 of this school year. Thank you for encouraging your volunteers to log their hours.
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Burning Questions: BACKGROUND CHECKS for Volunteers

Our office has received a few questions about background checks that we felt were noteworthy of sharing with all involved with volunteers.


Question #1

If a parent volunteers at multiple sites, do they need a background check for each site?

Answer #1: No, one background check approved will apply to any and all sites or departments in the district. This works especially well for volunteers who have an interest in providing service to multiple buildings.


Question #2

I have a parent who is a foster care provider and has a background check from the Department of Family Services. Does this cover them to volunteer within SPS or do they need one of our SPS related background checks completed prior to volunteering?

Answer #2:

Federal laws for confidentiality would limit Family Services from sharing this information in a timely manner, if it is even allowed. Most agencies will not share information about background checks with other organizations.


In the SPS Volunteer Program, we use Southeastern Security Consultants, Inc. to process our background checks. We have results within three to five business days. This timely response allows our volunteers approval to assist in buildings, departments, attend field trips, and other means of service. Linda Lemmon and I provide quick information about background check approval to 54 site volunteer coordinators who then inform volunteers and the school staff that the volunteer is approved. It is a smooth, easy, consistent and equitable process for all of our volunteers and protects the confidentiality of the individual volunteers. It is a win-win for all involved in working with volunteers.

SPS Volunteers and RSVP Program

I recently attended a Council of Churches luncheon to celebrate National Volunteer Week. Our district was recognized with a Certificate of Appreciation from the Retried Seniors Volunteer Program (RSVP). Our district has approximately 100 RSVP Reading Tutors involved in our schools.


There is a two way street of benefits from this partnership. The child gets time and attention from a caring adult training in reading tutor strategies and skills. The volunteer has someone who is counting on them to be there and share individualized time and attention.


A big pat on the back for the school staff that opens their buildings and classrooms for this amazing connection between student and volunteer. Thank you so much!

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